New Payment

New Payments screen is used to capture the payment details for receiving payments.

To enter new payment details:

Note: The fields available in this screen are configurable. Depending on the business requirement, you can add/remove fields in this screen to capture necessary details at the time of making payment. Click here to view the configuration steps required for adding or removing fields in New Payment screen.

On the Receivables module, click New Payment.
In the Party Type drop-down, select the party type as Customer, Operational Entity, or Partner.
Select or Retrieve customer, operational entity, or partner details based on party type selection. The Name, Balance and pending bills details appear in the screen.

Note: Available credit balance is displayed only for external operational entities when Is Visible check box is selected in Layout screen.

Enter Payment Date. By default, payment date shows the current date. The payment date cannot be a future date.
Select any of the pay modes from the Payment Mode list box. The pay mode can be Cash, Check, Credit Card, Debit Card, or Demand Draft.

If the pay mode is Cash, enter the total amount to be paid in Amount field. Select Bank Deposit check box to affect the customer account.
If the pay mode is Check, furnish the following steps in Check Details grid:

enter details such as Check Number, Check Date, Bank Name, and Branch Name in respective fields.
Select the Check Type as Local/Outstation
Select Is MICR check box to capture MICR code.
In Deposit Details grid, Select the Deposit Bank in which you want to deposit the payment. In Deposit date box, select the date for deposit of payment.

If the pay mode is Funds Transfer , enter the total amount paid in Amount field.
If the pay mode is Standing Instruction, enter the total amount to be paid in the Amount field.
If the pay mode is Pay Order, Furnish the following details:

enter the Pay Order number, Pay Order Date, Bank Name, and Branch Name in the Pay Order Details grid.
Select the Check Type as Local/Outstation
Select Is MICR check box to capture MICR code.
In Deposit Details grid, Select the Deposit Bank in which you want to deposit the payment. In Deposit date box, select the date for deposit of payment.

If the pay mode is Demand Draft, furnish the following details:

Enter Demand Draft # and Demand Draft Date
Select Bank Name and enter Bank Branch in the respective fields
Select the Check Type as Local/Outstation
Select Is MICR check box to capture MICR code.
In Deposit Details grid, Select the Deposit Bank in which you want to deposit the payment. In Deposit date box, select the date for deposit of payment.

If the pay mode is Online Credit Card or Online Debit card, enter details such as Card Type, Card Number, Expiry Date, Name on Card, and Issuer. Enter the total amount in Amount field. Schedule the following jobs in proper order to generate payment request and make the payment:

Select the Payment Towards from the drop-down to make payment towards the service availed.
Select Collecting Entity from the drop-down. If any collection agents are available for the selected collecting entity, select agent name from Collected By field.
Enter Receipt Number, Book Number, and Receipt Date.
Enter Notes, if any.
In Pending Bills tab, distribute the total paid amount and apply the amount against each invoice under Applied Amount column. After distribution, the left over amount (if any) automatically appears in Unapplied amount field.
If you do not distribute the payment amount to any debit instrument, the total paid amount goes to Default Open Item Bin. Click the Open Items tab to view the available open item bins . You can enter amount against each open item bins under Applied Amount column to distribute the amount. After distribution, the left over amount (if any) automatically appears in Unapplied amount field.
Click the Staging button to save the payment details in payment staging area for a temporary period. A payment number is generated against the payment details. You can view the payment details saved in staging in Pending Payment screen.
Click the Save button to directly approve the payment details without staging . A payment number is generated against the payment details. You can view the approved payment details in View Payments screen.
Click the Print Receipt button to generate receipt of the payment in a printable format.

Note:

If you are paying partial amount against any invoices, then after saving the details the paid amount and due amount are updated automatically.
By default, transaction date is value date if value date feature is enabled. Else, system date is displayed. You cannot post a transaction on other dates other than the value date and system date if value date feature is enabled.
The sum of the applied (distributed) amounts should not be greater than the total payment amount.
The account balance is not affected when the payment is in staging.
The payment details can be modified when it is saved in the staging area.
The fields with * are mandatory.
Configuration is provided to show multiple "Print" options in this screen. Based on the business requirement, you can also write your own logic in custom procedure to add multiple print options for generating payment receipts in printable format.

For example: You can write your logic in the custom procedure to add two print options in the screen for generating:

i- Payment receipt with tax

ii- Payment receipt without tax